Human Resources

Overview

Human Resources is the control room for event staffing. It decides whether the event uses the EMS people-management tools, whether volunteer applications are open, which departments exist, who is recognized as staff, which shift locations can be used on rosters, and how staff or volunteer subsidies are inherited.

Use this page before building volunteer positions or a staff roster. The roster and live shift tracker depend on the departments, staff members, and active shift locations defined here.

Dashboard route

• /ems/manage/human-resources?id=:eventId

Import controls

Input or control	What it does	What each option means
Import source	Chooses a previous event owned by the same partner.	If the dropdown is empty, there are no previous partner events available for import.
Import settings	Replaces this event’s HR settings draft with the chosen event’s HR settings.	This brings over HR toggles, staff and volunteer subsidy defaults, volunteer application windows, and shift locations. Review dates before saving.
Import departments	Replaces this event’s department and staff draft with the chosen event’s department structure.	Department and staff records are copied with fresh record IDs. Review inactive departments, old notes, and usernames before saving.

Both import buttons ask for confirmation because the action overwrites the current draft on the page.

Event-wide HR settings

Input or control	What it changes	Before saving
Enable HR management	Turns the event’s HR system on.	Enable this before relying on staff records, volunteer applications, roster planning, subsidy hierarchy, or shift tracking.
Enable volunteer applications	Allows the event to collect volunteer applications.	Keep this off if volunteers are assigned manually or the event is not accepting volunteer interest yet.
Require valid rego before volunteering	Requires applicants to have a valid registration before volunteering.	Use this when volunteers must already have event access before they can be reviewed or scheduled.
Enable shift start and end tracking	Allows shifts to record actual start and end times.	Turn this on when operations need worked-time records, handoff evidence, or attendance accountability.
Allow self-service inside default window	Lets rostered people start a shift up to 10 minutes before it begins and end it up to 15 minutes after it ends without staff authorization.	Leave this off if leads must control all clock-in and clock-out actions.
Volunteer application opens at	Sets the event-wide opening date and time for volunteer applications.	Match this to public announcements and the capacity of reviewers.
Volunteer application closes at	Sets the event-wide closing date and time for volunteer applications.	Close applications before roster planning needs to be final, not at the last possible moment.

Subsidy defaults and overrides

Input or control	What it does	What each option means
Event staff subsidy type	Sets the default staff subsidy behavior for the event.	No default means staff do not inherit an event-wide subsidy. Flat amount subtracts a fixed amount. Percent applies a percentage-based subsidy.
Event staff subsidy value	Stores the amount used by the staff subsidy type.	Use money-like values for flat subsidies and percentage values for percent subsidies.
Event volunteer subsidy type	Sets the default volunteer subsidy behavior for the event.	No default means volunteers do not inherit an event-wide subsidy. Flat amount subtracts a fixed amount. Percent applies a percentage-based subsidy.
Event volunteer subsidy value	Stores the amount used by the volunteer subsidy type.	Confirm this value with the event’s finance policy before advertising the benefit.
Department subsidy override	Lets a department replace the event-wide staff or volunteer subsidy.	Enable the override only when that department has a different policy from the rest of the event.
Department override type	Chooses how a department-level override is calculated.	Choose override type means no usable override is selected yet. Flat amount and Percent work the same way as event defaults.
Staff member subsidy override	Lets one staff member replace the department and event subsidy.	Use this for individual arrangements, not as a substitute for clear department policy.

Subsidies use a hierarchy. Member-level overrides win over department overrides, and department overrides win over event-wide defaults.

Department editor

Input or control	What it does	Before saving
Add department	Creates a new department card.	Give each department a recognizable name and a responsible lead.
Department name	Names the team or operating area.	Use the same wording staff will hear in planning meetings.
Department description	Explains what the department owns.	Include boundaries so another lead can tell what belongs here and what does not.
Active	Controls whether the department is available for active planning.	Inactivate old or unused departments instead of leaving them mixed into current work.
Collapse or expand	Hides or shows department details.	Collapse large departments after review to keep the page readable.
Remove	Deletes the department draft from the current edit session.	Remove only when no positions, roster rows, or staff expectations should depend on it.

Department staff records

Input or control	What it does	Before saving
Add staff member	Adds a staff row inside the department.	Add people by their FPH username so the record can connect to the right account.
Username	Identifies the staff member.	Usernames must be unique across departments; saving blocks duplicate usernames.
Notes	Stores internal context for the staff member.	Keep notes operational, such as role limits, handoff reminders, or reviewer context.
Staff active switch	Controls whether the staff member is active for planning.	Turn inactive staff off when they should remain in history but not be scheduled.
Staff subsidy override	Applies a person-specific subsidy.	Use sparingly because it outranks department and event defaults.

Shift locations

Input or control	What it does	Before saving
Add location	Creates a named location available to roster shifts.	Add locations before building the staff roster.
Location name	Names the physical or operational place where shifts happen.	Use names staff can find onsite, such as Registration Desk or Main Entrance.
Description	Adds practical notes about the location.	Include context such as nearby landmarks, responsibilities, or setup requirements.
Active	Controls whether the location appears in the roster editor and live shift tracker.	Keep only current operating locations active.
Remove	Deletes the location draft from the current edit session.	Do not remove a location that active roster assignments still need.

Save behavior

The page tracks unsaved changes across HR settings, departments, staff records, and shift locations. The floating save bar saves all changed areas together or reverts the draft back to the last loaded state.

Saving validates staff usernames before writing. If the same username appears in more than one department, the page blocks the save and identifies the duplicate username.

Flowchart context

Create an Event uses Human Resources when the event needs staff or volunteer management. Active Event Workflow checks it daily for coverage risk and ownership changes.

Related pages: Volunteer Positions, Volunteer Applications, Staff Roster, Live Shift Tracker.

Common mistakes

Do not import HR settings from a previous event and leave dates unchanged. Volunteer windows and subsidy rules should be reviewed for the current event.